Administrative Assistant- Student Services

Weymouth Public Schools; Weymouth (MA); Vor Ort; USD 33.000 - 41.000; Vollzeit

Zusammenfassung

Weymouth Public Schools in Weymouth, Massachusetts is seeking an Administrative Assistant in the Student Services department to support Medicaid coordination and record-keeping. This role requires accuracy, confidentiality, and the ability to work with diverse stakeholders.

Responsibilities include Medicaid documentation, maintaining student records (IEPs, progress reports), data entry in Aspen and Simple Note, and coordinating with the Executive Director of Student Services.

Qualifikationen

• High School Diploma required; associate degree or higher preferred.
• Minimum five years’ experience as a secretary preferred.
• Strong clerical skills including note taking, typing, and accurate transcription.
• Knowledge of software and databases such as Microsoft Office, Google Suite, Aspen, etc.

Aufgaben

• Coordinate and support department activities with minimal supervision.
• Provide Medicaid documentation and monitor service delivery data.
• Maintain student records, including uploading IEPs, progress reports and evaluations.
• Assist with records requests and changes of status forms.
• Communicate with administrators, teachers, staff, families and community members.

Kenntnisse

Note taking

Typing

Transcription

Ausbildung

High School Diploma

Associate Degree or higher, preferred

Tools

Microsoft Office

Google Suite

Aspen

Jobbeschreibung

Administrative Assistant- Student Services

Weymouth Public Schools Special Education Department (Student Services) - Weymouth, Massachusetts Open in Google Maps

Starting Date: Oct 13, 2026

Job Description

Weymouth Public Schools is a dynamic and inclusive learning community educating over 5,600 students in 11 school buildings, including Weymouth Early Childhood Center, eight elementary schools (grades K-5), Chapman Middle School (grades 6-8), and Weymouth High School (Grades 9-12).

At each of our schools, we are committed to fostering curiosity, celebrating diversity, and nurturing a lifelong passion for learning. Our highly qualified educators and staff members work to provide personalized attention and support to ensure that every student thrives.

Our vision is centered on a school community where every student and adult feels valued, connected, and empowered to reach their full potential.

Responsible to:

Executive Director of Student Services

Qualifications:

• High School Diploma;
• Associate Degree or higher, preferred
• Minimum five years’ experience as a secretary, preferred
• Strong clerical skills including note taking, typing, and ability to transcribe with accuracy
• Knowledge of software and databases such as Microsoft Office, Google Suite, Aspen, etc.

Desirable Qualifications:

Excellent verbal and written communication skills. Demonstrated ability to succeed in complex and changing environments. Proven ability to communicate effectively and work collaboratively with people of diverse backgrounds including administrators, teachers, staff, parents, guardians, students and community members. Outstanding communicator with a high level of speaking and writing skills with the ability to convey messaging to diverse audiences.

General Duties :

Working with a minimum of supervision, the Student Services Administrative Assistant performs duties of varied and responsible nature, requiring accuracy, good judgment, confidentiality, and the ability to work well with people under pressure and will coordinate, carry out and support activities essential to the efficiency, effectiveness and responsiveness of the department.

Specific Duties:

Medicaid

• Provide all necessary Special Education Documentation for Medicaid Reimbursement in collaboration with New England Medical Billing (NEMB);
• Using data systems such as aspen and Simple Note to monitor service delivery. Consult with service providers as needed to maintain accurate records of services delivered to students;
• Support staff in medicaid submissions, such as notifying service providers of any students who are Medicaid eligible and uploading service authorization forms as needed;
• Track and manage spreadsheets and data systems for parent consents for students who are Medicaid eligible. Manage outreach to parents and provide all consents to NEMB
• Monitor Random Moment Time Study and update participant list quarterly;
• Collaborate with the Finance Department on any needed documentation for NEMB.
• Other duties as assigned by the Executive Director of Student Services or designee.

Evaluation Team Secretary

• Create meeting folders, schedule meetings, and provide all necessary documents to OOD schools and parents.
• Monitor annual review/re-evaluation list.
• Maintain student records, including uploading IEPs, Progress Reports and Evaluations and processing signed IEPs, and information needed in aspen; including attendance, calendars, and contact information.
• Assist with record requests as needed.
• Maintain Change of Status forms.

Working Conditions:

Work is primarily sedentary and is performed in an office setting. Work requires direct contact with staff, students and families, and community members. Prolonged periods of sitting at a desk and working on a computer. May be required to lift up to fifteen (15) pounds.

Fair Labor Standards Act (FLSA) Classification:

This position is classified as Non-Exempt

EQUAL OPPORTUNITY EMPLOYER

Weymouth Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Unit D CBA

Position Type: Full-Time

Salary: $24 to $30.12 Per Hour

Job Categories:

• Instructional Support > Paraprofessional / IA
• Support Staff > Administrative Assistant

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Margaret Verlicco , Executive Director, Student Services
• Email: [e-mail]

Job Details

This job is also posted in Weymouth Public Schools

Job ID: 5953077

Application Deadline: Nov 06, 2026 11:59 PM (Eastern Standard Time)

Posted: Oct 07, 2026 4:00 AM (UTC)

Starting Date: Oct 13, 2026